Embedding fonts means including the font data in your print-ready file, so that the printer can access and render the fonts correctly. Outlining fonts means converting the font text into vector shapes, so that the printer does not need the font data at all. Both methods preserve the appearance of your fonts, but they have different advantages and disadvantages.
PDF is a common format for print-ready files, because it can preserve the layout, colors, and quality of your design. To embed fonts in PDF files, you need to use the correct settings when exporting or saving your file from your design software. For example, in Adobe InDesign, you can choose PDF/X-1a or PDF/X-4 as the preset, which will automatically embed all fonts. In Adobe Illustrator, you can select the Fonts option in the Advanced panel and choose Embed All Fonts. In Adobe Photoshop, you can choose the PDF/X standard or the High Quality Print preset.
Sometimes, you may need to outline fonts in PDF files, especially if you are using custom or licensed fonts that cannot be embedded due to copyright or technical reasons. Outlining fonts means that you will lose the ability to edit the text, so make sure you do this as the last step before sending your file to the printer. To outline fonts in PDF files, you need to use your design software to select the text and convert it to outlines. For example, in Adobe InDesign, you can select the text and choose Type > Create Outlines. In Adobe Illustrator, you can select the text and choose Type > Create Outlines or Object > Expand. In Adobe Photoshop, you can select the text layer and choose Layer > Type > Convert to Shape.
Microsoft Word is not a design software, but it can be used to create simple documents for printing, such as flyers, brochures, or letters. To embed fonts in Microsoft Word files, you need to enable the option in the Save As dialog box. Click on the Tools button next to the Save button and choose Save Options. In the Save Options dialog box, check the Embed fonts in the file option and uncheck the Do not embed common system fonts option. This will embed all the fonts that are not installed on most computers.
Microsoft Word does not have a built-in feature to outline fonts, but you can use a workaround to achieve a similar result. First, you need to save your Word document as a PDF file, using the steps above to embed the fonts. Then, you need to open the PDF file in a design software, such as Adobe Illustrator, and outline the fonts there, using the steps above. Finally, you need to save the PDF file again and send it to the printer.
Embedding or outlining fonts depends on several factors, such as the type and size of your file, the fonts you are using, and the requirements of your printer. Generally, embedding fonts is preferred, because it preserves the editability and quality of your text. However, embedding fonts can also increase the file size and cause compatibility issues with some printers or software. Outlining fonts can solve these problems, but it also reduces the flexibility and clarity of your text. Therefore, you should always check with your printer before deciding which method to use, and keep a backup copy of your original file before making any changes.
